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Receptionist/Admin Clerk - Planning & Building - Temporary - City of Kirkland ( Job # 19-0056)

Minimum Salary: $3,666.00 per month
Maximum Salary: $4,310.00 per month
Employment Type: Temporary
Department: Planning & Building
Closes: April 26, 2019 at 5:00 PM
(Open to current employees and the general public.)

Summary

Do you have a knack for details?  Enjoy interfacing with the public?  Looking to work for an award-winning local government?  Come to work for the City of Kirkland!

As a Receptionist/Admin Clerk within the Planning & Building Department, you'll act as the first point of contact within the department.  Here are the accountabilities of the position:

Principal

  1. Answer main telephone lines, responding to inquiries regarding the City and City programs or directing calls to the appropriate person/department.
  2. May administer assigned programs or processes.
  3. Function as first point of contact to City Hall customers. Direct customers to appropriate departments or individuals.  Respond to customer inquiries regarding the City and City programs.
  4. Maintain filing systems.  Set up new files.
  5. Distribute mail to staff and process return mail.
  6. Distribute items from applicants to staff.
  7. Provide general administrative duties including mailing, copying, data entry, document routing and scanning.

Essential
  1. Operate a 12-trunk telephone system with six primary and two auxiliary lines. Maintain the City’s phone tree, record voice mail greetings for the phone tree as needed.
  2. Depending upon department, may act as passport application acceptance agent.* This would include providing extensive informational services related to all facets of passports.
  3. Provide information about City services, programs, and department functions.  Maintain current information or referral information on services not provided by City, depending on assigned responsibilities.
  4. Depending upon department, may facilitate bankruptcy memorandum routing process. 
  5. Create, post, and remove signs/notices to direct customers to meeting rooms.  Coordinate efforts with departments when large groups of people are present for meetings, testing and interviewing. 
  6. Keep copy area and printing stations clean, neat and stocked with paper and office supplies.  Call for copier maintenance and supplies when needed.
  7. Maintain a supply of forms at the front counter.
  8. Depending upon department, may update code and comprehensive plan books or other pertinent documents
  9. Depending upon department, may assist in supporting boards and commissions.  This includes contacting members of various boards and commissions when needed to establish availability and provide reminders of meetings.  Orders meals for meetings as needed.
  10. Depending upon department, may scan and attach electronic documents to permit tracking system.
  11. Order files from archives.

*Note: Passport acceptance agents must be U.S. Citizens and certified by the U.S. Department of State.

Knowledge, Skills, and Abilities
  1. Basic computer literacy and experience using a personal computer and data entry work.
  2. Ability to perform assigned responsibilities with a high degree of accuracy and attention to detail.
  3. Ability to operate a multi-trunk telephone system.
  4. Ability to establish and maintain effective working relationships with City staff, elected officials, and other agencies and the general public.
  5. Ability to read and understand procedures.  Must be able to respond to ongoing requests for the same information, instructions, and directions.
  6. Ability to communicate effectively, both orally and in written form.
  7. Ability to manage a variety of interruptions, manage multiple tasks, and set and meet deadlines.
  8. Ability to work independently.
  9. Ability to exercise discretion when handling sensitive or confidential materials.
Minimum Qualifications
  • High school graduate or equivalency
  • Two years’ work experience in an office environment with public contact preferred
  • Two years computer experience and multiline telephone system preferred
  • Ability to obtain (and maintain) Notary designation after employed
Special Note

This is a temporary assignment, with an anticipated end date of December 31, 2020.

Benefit Package

This is a benefited position with the City's full benefit package including generous time off, 100% covered medical/dental/vision/LTD/life insurance, a near-site clinic for employee and dependents, an onsite fitness center and a wellness incentive program. 

Hours of Work

8:00 a.m. to 5:00 p.m., Monday – Friday

Working Conditions & Physical Activities

Work is performed in an office environment.  Position requires sitting for sometimes up to two hours or more without a break.  Must use side and far vision and turn left and right to watch resource area and direct customers. Requires extensive use of telephone.

Union Affiliation

This position is represented by the American Federation of State, County, and Municipal Employees Union (AFSCME).  Membership options available upon employment with the City.

Selection Process

Position requires a resume and cover letter (letter of interest) for consideration of application.  Please note how you meet minimum qualifications within the cover letter.

Applicants who are invited to participate in the test and/or interview process will be notified by phone or email.


Attachments

Location
City Hall
123 5th Ave
Kirkland, WA 98033